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Clubs & Organizations Policy Manual Appalachian State University 2015-2016


TABLE OF CONTENTS INTRODUCTION .............................................................................................................................. 4 PURPOSE ......................................................................................................................................... 4 PART I: ADVISING AND SUPPORT SERVICES ................................................................................. 4 1.1 Center for Student Involvement & Leadership ..................................................................... 4 1.2 Club Council ........................................................................................................................... 4 1.3 Club Hub ................................................................................................................................ 5 1.4 AppSync ................................................................................................................................. 5 1.5 Leadership and Support Services .......................................................................................... 6 PART II: UNIVERSITY RECOGNITION ............................................................................................. 7 2.1 Benefits of University Recognition ........................................................................................ 7 2.2 Responsibility of Recognition ................................................................................................ 7 2.3 Maintaining Recognition ....................................................................................................... 9 2.5 Recognition of New Organizations........................................................................................ 9 2.6 Minimum Standards for Recognition .................................................................................. 10 2.7 Recognition of Fraternities and Sororities .......................................................................... 11 Part III: UNIVERSITY POLICIES ..................................................................................................... 12 3.1 Student Organization Food Sale List ................................................................................... 12 3.2 University Facility Use ......................................................................................................... 13 General Room-Usage Policy.................................................................................. 13 Plemmons Student Union Room-Usage Policy ..................................................... 14 Room Ownership .................................................................................................. 15 Meetings ............................................................................................................... 15 Special Events ....................................................................................................... 15 Rules Governing Alcoholic Use in the Facility ....................................................... 16 Legends ................................................................................................................. 17 Display Cases ......................................................................................................... 17 Contact Tables....................................................................................................... 17 3.3 Public Speaking Areas and Peaceful Assembly ................................................................... 17 3.4 Honorariums........................................................................................................................ 18 3.5 University Speaker Policy .................................................................................................... 19 3.6 Amplified Sound Policy ........................................................................................................ 19 2|Page


3.7 Boone Noise Ordinance Provisions ..................................................................................... 19 3.8 University Motor Pool Policies ............................................................................................ 20 3.9 International Travel ............................................................................................................. 22 3.10 Student Organization Mailings .......................................................................................... 23 3.11 Advertising Policies ........................................................................................................... 24 Advertising in the Student Union ......................................................................... 24 University Poster Policy ........................................................................................ 25 3.12 Fronting ............................................................................................................................. 25 3.13 Tunnel Painting and Chalking ............................................................................................ 25 3.14 Solicitation Policy .............................................................................................................. 26 3.15 Fundraising Policy.............................................................................................................. 27 3.16 APPS Co-Sponsorship ........................................................................................................ 29 3.17 Reading Day Deadline Policy ............................................................................................. 30 Part IV: Club Funding Policy ........................................................................................................ 30 4.1 Club Funding Overview ....................................................................................................... 30 4.2 Club Funding Process .......................................................................................................... 30 4.3 Funding Criteria ................................................................................................................... 31 4.4 Funding Categories .............................................................................................................. 32 4.5 Co-Sponsorship & Collaboration ......................................................................................... 34

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INTRODUCTION As an academic community, Appalachian State University takes pride in its tradition and commitment to student engagement both inside and outside the classroom. Mindful of the relationship between the curricular and co-curricular experiences, Appalachian State seeks to promote the intellectual, cultural, and personal development of its students. Student organizations play an integral role in the Appalachian experience. With over 350 clubs and organizations, App State is able to maintain a strong sense of community and afford students the opportunity to pursue experiential learning, leadership, and service. PURPOSE OF THIS MANUAL The purpose of this manual is to outline University policies relevant to student organizations at Appalachian State University and to provide resources for the education and development of these student groups. This manual is not intended to answer all of your questions, but rather to serve as just one tool in your repertoire of resources. Contained in this resource manual are policies that are presently in place. It does not contain all policies or each policy in complete form. As the leader of your organization, you are expected to educate your members about these policies and ensure that they adhere to these policies. The Center for Student Involvement & Leadership can assist you by clarifying questions, assisting in planning, or advising your group. A judicial process exists for adjudicating issues related to organizational conduct violations. For more information regarding University policies visit the University Policy Manual at: policy.appstate.edu.

PART I: ADVISING AND SUPPORT SERVICES 1.1 CENTER FOR STUDENT INVOLVEMENT & LEADERSHIP The Center for Student Involvement and Leadership (CSIL) is charged with assisting student organizations in meeting their purpose and promoting effective membership and leadership development among members. Through its programs, services, and practices, CSIL staff members work with student groups in leadership development, program planning, and other related areas of organizational development. The Center for Student Involvement and Leadership is located in 244 Plemmons Student Union. You are invited to come by and learn more about the resources and services CSIL provides. 1.2 CLUB COUNCIL Club Council serves as an advisory board to the University on matters related to student organizations. The council is comprised of 30 students who are members of registered student organizations. The Club Council President is elected by the presidents of all registered student organizations, and general members represent the various club categories (i.e., academic, religious, service, etc.). The council is responsible for making recommendations on policies and programs for student organizations. Its primary responsibilities include overseeing the Club Funding process and reviewing chartering applications from students interested in forming new student organizations. The council also assists student organizations through educational, recreational, and advocacy programs. For more information about Club Council visit: clubcouncil.appstate.edu. 4|Page


1.3 CLUB HUB Club Hub is the resource center for all student organizations that provides supplies, services, and educational programs to enhance student organizational operation and leadership development. Club Hub is located in room 219 Plemmons Student Union and is open MondayThursday from 10 am – 8pm and Fridays from 8am-5pm. All student organizations are encouraged to stop by and utilize the services provided through Club Hub. Services include: Banner & Sign Shop ($10 includes banner sheet and variety of paint colors)

2 Meeting Spaces each room holds up to 12 people

Printer/Copier/Scanner All clubs receive 25 FREE copies each month Resource Rentals Clubs can rent tables, coolers, games, photo booth items, and much more!

Button Maker All clubs receive 25 FREE 4” buttons each semester Club Coaching CSIL staff offices and Club Council office located in Club Hub for in-person support and advising.

All clubs receive a FREE mailbox in Club Hub Use PO Box 32200 as your mailing address Card Readers Reserve card readers to use with AppSync Crafting Supplies A variety of crafting supplies are available including paint, markers, paper slicer, and other office supplies.

Need one-on-one support? Stop by Club Hub and meet with a CSIL staff member or a member of Club Council to help answer your questions and receive direction to enhance your organization. Involvement Assistants (IAs) are also located at the front desk in Club Hub and are trained to answer your questions as well. 1.4 APPSYNC AppSync is your one-stop campus connector to leadership & involvement opportunities at Appalachian State. AppSync houses all necessary materials regarding student organizations in one space. Since communication is key in handling day to day organization business, AppSync helps to ease communication between organization members and increases efficiency. Within AppSync, members of your student organization may keep a log of past officers for reference purposes, post pictures, complete organization surveys, announce meeting schedules, post event information and more. AppSync provides:  Improved Communication through email, shared calendars, contact books, news, discussion boards, shared pictures and files, and Facebook Connect  Better Organization through event and meeting tracking, distributed news and to-do lists, paperless forms, membership rosters, community service log, and co-curricular transcripts.  Increased Efficiency by streamlining the inner-workings of your organization with a “one-stop shop” for organizational needs such as commonly used forms.

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1.5 LEADERSHIP AND SUPPORT SERVICES Leadership Studies Minor Appalachian State University offers courses in leadership development for academic credit through the Department of Human Development and Psychological Counseling. Leadership is taught all over campus. Students can choose from a number of leadership classes offered in a variety of departments around campus. Some courses are open to all majors while some are for specific majors only. For more information about the Leadership Minor visit leadershipstudies.appstate.edu. Workshops & Conferences CSIL conducts workshops, seminars, and conferences throughout the year. The iLEAD Program consists of seminars with topics ranging from delegation and motivation to officer transition. These workshops are led by faculty and staff who are experts in organizational development. Members of clubs and organizations can take advantage of a particular seminar or the whole series. CSIL also co-sponsors annual leadership conferences, including a Greek Leadership Conference, the Appalachian Leadership Forum, and an Officer Transition Conference. Advising & Consultation The CSIL staff is available to assist students with issues related to personal and organizational development, including skill building, problem solving, team building, and conflict resolution. Call to make an appointment at (828) 262-6252 or come by Club Hub in 219 Plemmons Student Union. Co-Curricular Transcript Appalachian State provides a comprehensive transcript with data and information regarding student involvement in co-curricular activities. The Co-Curricular Transcript offers the following benefits to student organizations: membership rosters, grade reports, officer listings, and birthday reports. The University also provides students with an individual co-curricular transcript. The president of the organization is responsible for checking and authorizing entry. The Co-Curricular Transcript provides the University and the student with significant information and reports. The data on the co-curricular transcript is connected to the student’s involvement listed in AppSync. For more information, please visit CSIL in room 244 PSU. Website Development Recognized student organizations are permitted to develop web sites utilizing University resources for the purpose of promoting their organizations. The Center for Student Involvement and Leadership will assist the clubs in this effort; however, it is the responsibility of the club to identify someone to coordinate the development and management of the site. Leadership Educators Student organizations are provided assistance in leadership development through a peer-helper group known as Leadership Educators. These students are experienced and trained in a variety of leadership competencies and will provide individualized or group consultation for clubs. 6|Page


Leadership Educators will give presentations to your organization on a variety of topics. The team also coordinates the Appalachian Leadership Forum, which is a day-long leadership conference. Check out the Leadership Educators website for more information.

PART II: UNIVERSITY RECOGNITION 2.1 BENEFITS OF UNIVERSITY RECOGNITION Recognizing the value of student organizations, Appalachian State affords recognized student groups many benefits beyond those programs and services mentioned previously. Below is a brief listing of those benefits: 1. Use of the name Appalachian State University 2. Use of campus facilities and support services for meeting and approved activities 3. Funds for educational activities from Club Council 4. Permission to enter into solicitation and fundraising activities in accordance with University policies 5. Access to on-campus University mail services through the ASU Post Office 6. Participation in the activities of state and/or national organizations, if such affiliation is established, or any other activities which are not in violation of University policy 7. Ability to develop a web site using university resources 8. Inclusion in university publications and web site 9. Inclusion on distribution list for weekly electronic newsletter 2.2 RESPONSIBILITY OF RECOGNITION Along with the benefits of University recognition, student organizations are held to a high standard reflective of the quality of educational experience that Appalachian seeks for its students. As an officer in the organization, you are responsible for insuring that your organization provides that experience. You can enhance your effectiveness by utilizing the resources in the Center for Student Involvement and Leadership and Club Hub, becoming familiar with policies and procedures related to organization operations, and educating your members about the benefits and expectations associated with being part of an education community. General Officer Responsibilities While all members are encouraged to seek the assistance of the Center for Student Involvement & Leadership and maintain the efficiency of the organization, it is the officers who are held accountable for the day-to-day operations of the organization. Organizational Structure All organizations recognized by Appalachian State must have a constitution that defines the role, purpose, and operation of the group. The officers are responsible for ensuring that the constitution is followed. There must be one person who serves as spokesperson for the group. The title of that person is not important, but the University requires that one person be designated as the primary contact person for each organization. Other officers and positions 7|Page


may exist as necessary for each group. The University also requires that each group has a fulltime member of the faculty or administrative staff serve as advisor to the group. Budgeting and Finance Effective financial management is imperative to all successful organizations. Recognized student organizations must maintain a record of all monies received. If an off-campus checking account exists for the organization, it must have two signatures for any withdrawals. Banks in the area will work with you on this process. The University provides limited funding for recognized student organizations through the student activities fee (see the Club Funding section of this manual). Effective record keeping is imperative to be eligible for this funding. Officers and Elections The University requires that the spokesperson/ primary contact for a group (president or otherwise) be a student. Additionally, officers must be students enrolled at Appalachian and the operation and decision-making for the organization must rest locally with the students. Elections must be held in accordance with the prescribed constitution. Officer Education and Transition It is imperative that the outgoing officers plan and implement an orientation for newly elected officers with the assistance of the faculty advisor. This insures continuity and effectiveness in student groups. Club Council sponsors officer transition workshops throughout the year to assist organizations. In addition, the Center for Student Involvement and Leadership has numerous resources in this area. Membership Involvement and Motivation Leaders cannot and should not be expected to carry the weight of leadership. Leaders must enlist the members in the operations of the group. This can be accomplished through regular meetings that allow for member participation, effective planning that engages members in setting goals, and in the delegation of responsibility. It is through this process that a leader will ensure the continuation of his/her group after graduation. Membership Recruitment and Education New members are the lifeblood of any organization. Leaders and current members must plan an effective recruitment effort that promotes the visibility of the organization, communicates the purpose and expectations of the group, defines the benefits of membership, and creates an excitement in interested students. While your organization might have an annual or semiannual membership drive, membership recruitment should occur year round. Invite prospective members to activities regardless of whether you are currently taking new members. An effective plan that engages everyone in the organization in membership recruitment is best. Appalachian believes that students can benefit by involvement in your organization or we would not have recognized it.

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Faculty Advisor All student organizations are required to have a faculty advisor who must be a full-time faculty or administrative staff members of the University. In addition to responsibilities of signing forms and keeping organization files and accompanying groups on trips, this individual can be an invaluable resource in planning programs, developing ideas and providing continuity. Just as student organizations vary in their purposes, objectives and activities, the role and functions of the faculty advisor will vary within each organization. It is essential, however, to maintain open communication with the advisor and to ask for specific help when needed. 2.3 MAINTAINING RECOGNITION All student clubs and organization are required to renew their club register with the Center for Student Involvement and Leadership on an annual basis. This registration is a declaration that the organization intends to be active during the coming academic year. The registration form is available online in AppSync. The primary contact for each organization will receive communication from CSIL at the end of each academic year outlining the club renewal process and timeline for the coming year. This registration is required to provide the University with an up-to-date listing of active clubs and organizations, to adequately plan for meeting organizational needs and to clearly determine who is responsible for the group’s operations and activities. An organization will automatically be placed on inactive status if it fails to renew its registration within one month of the first day of classes in the fall semester. An organization which holds inactive status for at least two years must resubmit appropriate documentation for recognition. In the event that an organization does become inactive, for any period of time, the organization’s checking account is to be closed and all funds maintained in a regular passbook savings account by the Center for Student Involvement and Leadership for a period of up to five years. Upon recommendation of the Club Council and the granting of active status by the University to an organization, any funds held by the University will be returned to the organization along with interest at the rate applicable to a regular passbook savings account. All Presidents Meeting Once a semester Club Council, along with CSIL, sponsors an All Presidents Meeting or Conference. A representative from the organization (preferably the President) must attend these meetings to maintain recognition. These meetings will provide the organization with updated information regarding student organization policies and procedures, Club Council programs and events, and other specific information related to the development of club and organizations. 2.5 RECOGNITION OF NEW ORGANIZATIONS The University reserves the right to review and approve all proposed student organizations seeking University recognition. This is to ensure that the proposed organization is compatible with the University’s mission statement and that it is in compliance with all federal, state and University regulations. The Club Council reviews the statements and constitution of the proposed organization and makes a recommendation with regard to granting recognition. The Club Council will submit the recommendation to the Director of the Center for Student 9|Page


Involvement and Leadership for final action. Club Council will notify the group in writing of final action. This approval process usually takes two to four weeks. During that time, the activities of the organization will be limited to meetings and membership drives. No other activities, solicitation, or programs will be allowed by the group until final approval has been granted. 2.6 MINIMUM STANDARDS FOR RECOGNITION 1. The purpose of the proposed organization must be compatible with the overall mission of the University and not be in violation of any state or federal law. 2. The leadership of the group and control of the activities of the organization must rest with the student membership. Appalachian State University will not accept or recognize any other affiliation which places governance authority for the group outside the University. 3. The proposed organization must have at least one full-time member of the faculty or administrative staff of the University who has indicated a willingness to serve as its advisor and to attend its meetings and activities. 4. The proposed organization must comply with University policies, including University policies on non-discrimination. Consistent with this requirement, the proposed organization must afford opportunities to members on the basics of personal merit and not on the basis of race, color, religion, sex, national origin, age, political affiliation, veteran status, disability, sexual orientation, or gender identity and expression. (Greek social fraternities and sororities are exempt from discrimination prohibitions on the basis of sex by federal law.) Student organizations that select members on the basis of commitment to a set of beliefs (e.g., religious or political beliefs) may limit membership and participation in the organization in the organization to students who, upon individual inquiry, affirm that they support the organization’s goals and agree with its beliefs, so long as no student is excluded from membership or participation on the basis of his or her race, color, religious status or historic religious affiliation, sex, national origin, age, political affiliation, veteran status, disability, sexual orientation, gender identity and expression, or unless exempt under Title IX, gender. 5. Students wishing to form a new organization must prepare a statement defining the need for such an organization. 6. Students wishing to form a new group must have a proposed constitution providing information concerning the name, membership, qualification for membership, financial plans, method of electing officers, and the qualification of officers of the proposed organization. 7. Students shall make up the majority (50% +1) of the total membership of any student organization. 8. There must be a minimum of 10 student members for the new clubs whose names must be submitted with the constitution. 9. All officers must be enrolled students at Appalachian State University. 10. Decision-making must be vested in the student membership. 11. Affiliation with non-University groups must be disclosed.

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If the proposed club or organization can meet all of the required criteria for recognition and all concerned parties feel that there is a need and/or interest on the Appalachian campus for a new organization, the Center for Student Involvement & Leadership will grant the following temporary privileges to the organizing group: 1. The use of University facilities for three organizational meetings for the purpose of organizing the group and developing a constitution and by-laws. 2. The use of University advertising facilities to inform the student population of the group’s intent to organize. The proposed organization must submit the following to the Center for Student Involvement and Leadership via AppSync to petition for official recognition by the University: 1. A new organization chartering application (available in AppSync) which outlines the purpose of the organization and a list of the prospective officers of the organization 2. One copy of a tentative constitution and by-laws 3. A letter from the proposed faculty/staff advisor indicating his or her willingness to serve in that capacity 4. A list of names of off-campus organizations with which the petitioning group intends to affiliate and a copy of the outside organization’s constitution, if such an affiliation is expected 5. A statement defining the need for such an organization 6. A membership roster containing names, ASU ID numbers, and phone numbers to be used solely for the purpose of defining membership. New organizations function for one year under temporary recognition. (At any time, however, Club Council reserves the right to review any organization to determine the validity of the group’s recognition.) Groups are generally granted club or organization status on campus after one year of activity as long as the organization: 1. Submits their annual club renewal form with the Center for Student Involvement and Leadership within one month of the first day of classes in the fall semester 2. Continues to meet the standards for initial recognition 3. Acts within the policies and regulations for recognized organizations 4. Operates within the purpose stated in the constitution for the organization 5. Maintains organizational finances and good credit status with the University and the community in the manner prescribed by the Center for Student Involvement and Leadership (including handling all transitions through an organizational checking account with two signatures required on all checks) 6. Attends all club/organization meetings sponsored by Club Council (one per semester). 7. Submit required or requested reports/material. 2.7 RECOGNITION OF FRATERNITIES AND SORORITIES (Interfraternity Council, National PanHellenic Council, and National Panhellenic Conference) All Inter/National Greek Letter Organizations recognized at Appalachian State University support a shared set of standards and expectations known as the “Standards of Excellence”. 11 | P a g e


These standards are rooted in our core values and expectations of intellectual and social development and are centered on the four pillars of Fraternity and Sorority Life; Scholarship, Service, Leadership, and Friendship. Each organization must maintain the set minimum standards in order to maintain good standing with the University. Should an organization fail to uphold the values and standards for 3 consecutive semesters, University recognition is revoked. Once a chapter is deemed Non-Complaint with the standards in place, sanctioning can range from action-plans to probation and/or suspension. Any organization seeking recognition with the University must follow the governing council policies on expansion and extension as overseen by the Office for Fraternity and Sorority Life.

PART III: UNIVERSITY POLICIES 3.1 STUDENT ORGANIZATION FOOD SALE LIST Recognized student organizations will be permitted to engage in the sale of certain foods on the campus of the University for the purpose of fundraising. All sale of food by student organizations must comply with the University Food Sales Policy as outlined in the University Policy 402.3. As a reference, the following foods may be sold by a student organization at an approved on campus food sale event: 1. Individually sized, commercially prepackaged food items. (ex. chips, cookies, crackers, candy bars, popsicles, ice cream bars) 2. Doughnuts commercially prepared and sold individually or by the box. 3. Popcorn 4. Cotton candy 5. Soft pretzels 6. Candied apples or caramel apples. Prepackaged caramel dips may be sold. No sliced apples may be sold except for commercially prepackaged sliced apples. 7. Whole fruit 8. Bagels or other bread products sold in individually wrapped servings, with individually sized commercially prepackaged toppings not requiring refrigeration, or self-serve toppings not requiring refrigeration. 9. Dip ice cream served with commercially prepared, self-serve toppings not requiring refrigeration. 10. Chips served with commercially prepackaged cheese dip or salsa not requiring refrigeration. 11. Baked products that do not contain cream or egg based fillings and do not require refrigeration, sold in individually wrapped servings. 12. Commercially canned or bottled non-alcoholic beverages. 13. Water based non-alcoholic drinks made from commercially prepackaged mixes. (ex. lemonade, hot chocolate, fruit punch) 14. Coffee served with commercially prepared, self-serve sweeteners and creamers not requiring refrigeration. 15. Foods purchased from food service establishments permitted by the Watauga County Health Department for resale by a student organization; provided all food preparation is undertaken by the permitted food service establishment at its permitted location and all 12 | P a g e


food safety requirements of the Recognized Student Organization Food Sales Policy and the Watauga County Health Department are followed by the student organization during the resale of the food. No permitted food service establishments, other than Appalachian Food Services, are allowed to make direct sales on campus through the Recognized Student Organization Food Sales Policy. Any signage displaying the name of any food service establishment other than Appalachian Food Services must be approved by CSIL. Non-profit food sale list will be determined on a case by case basis. Organizations receiving a food sale permit from the Watauga County Health Department will be considered. If your intention is to sale food other than what is listed above, you must schedule a meeting with CSIL to discuss a minimum of one month in advance. If you intention is to sale food from the list above, you must complete a solicitation form five business days in advance. 3.2 UNIVERSITY FACILITY USE The University recognizes that supporting students through the use of facilities is important, therefore the institution has adopted a policy that each member of the Appalachian community must adhere. The Facility Use Policy (policy 104 in the University Policy Manual) is adopted for the orderly use of University facilities and property by University departments, recognized student clubs and organizations, University affiliated groups and persons, and non-University affiliated groups and organizations and persons, as well as to establish parameters and procedures governing the distribution of printed materials on property owned or controlled by Appalachian State University. Recognizing that its support derives in large part from public funds, Appalachian State University is committed to making its facilities and property as readily available for use by groups and individuals as is consistent with its educational mission, its duties as a custodian of State resources, and its responsibility to consider the welfare of its students, faculty, staff, and visitors. Consistent with its educational mission, the University encourages the free exchange of ideas on campus, while assuring that other important University interests and activities are not infringed upon or disrupted. Practical as well as legal considerations dictate the formulation and publication of a written policy detailing the conditions of such availability. The intent of the document which follows is to provide for access on a basis which is both clearly defined and in the best interests of each of the constituencies to whom Appalachian State University is obligated by law and tradition. GENERAL ROOM-USAGE POLICY It is suggested that all individuals in your organization be made aware of the following regulations concerning the use of classroom space on campus. Complaints from a housekeeper or departmental personnel concerning any individual in your organization not complying with these rules will result in: 1) a warning, 2) cancellation in building scheduled, 3) immediate cancellation of the meeting space on campus for the remainder of the semester for the entire organization. Note: Academic functions will always take precedence over social functions with regard to room reservations.

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1. One person in the organization should be responsible for insuring that all rules and regulations concerning room use are followed. It is advisable that this be the last person to leave the room. 2. No smoking in the classrooms. No candles, wax products or flammable devices are to be used in the classrooms. 3. No alcohol or controlled substances (illegal or legal drugs) are allowed at any time in any classroom. This includes beer, wines, or liquor; illegal or legal controlled substances (including but not limited to: marijuana, crack cocaine, LSD, methamphetamine, speed, heroin, mescaline, diethylamide, opium, prescription or over-the-counter medications). 4. No food or drinks are allowed in the classrooms. If a special meeting is planned with refreshments, this is permissible under the condition that you notify Business Affairs, room 305, Administration Building, at the time your reservation is made. The person reserving the room will be responsible for the cleanup and removal of all trash. There are garbage dumpsters located outside the buildings. 5. Moving tables and chairs–one of the main concerns with moving furniture located in the classrooms is the faculty coming in the next morning and having a rearranged room. The person reserving the room will be responsible for seeing that all desks and chairs are returned to their original position. If the furniture must be moved, please pick the pieces up as this will eliminate the floor being scratched. 6. As a courtesy to the students and other organizations meeting nearby, please keep the noise to a minimum while entering and leaving the building and during your meeting. 7. After your meeting adjourns, leave the building immediately. 8. Restrict your meeting to the room which was reserved for your organization. 9. Should a change in your meeting room be necessary, or you need to reserve additional space, go by room 305 in the Administration Building or call 262-2030 at least one week prior to the proposed reservation date. 10. The group representative must have a copy of the reservation present when using the scheduled classroom. You must go by Business Affairs, room 305, Administration Building to obtain a copy. If a group fails to provide the copy of the reservation, permission to use the room will be denied. 11. Rooms may not be scheduled for use after 10:00 p.m. Classrooms may not be scheduled for use on Fridays after 5:00 p.m., or any time on Saturdays and Sundays. 12. If cleaning supplies such as mops, brooms, dust pans, can liners, or cleaning cloths are needed, the group representative should contact Building Services (262-4048) between 8:00 a.m. and 5:00 p.m., at least one day in advance, so that housekeeping can provide the group with these items. 13. If you arrive to find the classroom and/or building locked, please call University Police (262-2150) and ask them to unlock the classroom and/or building. Adherence to these regulations will make the process of room scheduling run smoother for everyone concerned. If you have any questions, call Business Affairs at 262-2030 PLEMMONS STUDENT UNION ROOM-USAGE POLICY Within the scheduling window, during April of each year, clubs and organizations may reserve one (1) 90-minute block of time per week for meetings and two (2) special events per semester. 14 | P a g e


After the scheduling period elapses, two (2) additional one-time/special event may be reserved by the organization. For more information regarding room usage policy, please contact the Reservation Manager in the Student Programs Office located in Plemmons Student Union. ROOM OWNERSHIP When scheduling the use of a room, the group has the option of using it for a public or private event. If the organization selects the public option, anyone may attend the event/meeting regardless if they are part of the group. Selecting the private option, only the group members and those whom may have been invited may take part in the event/meeting. However, selecting private will not restrict Plemmons Staff and/or student workers from performing their duties as necessary. MEETINGS 1. Meetings may be held within the normal operating hours of 8:00 a.m. until 10:00 p.m. 2. Rooms for meetings will be assigned by the Student Union Reservation Manager according to the meeting's approximate number of participants, audio-visual needs and intended use. 3. Rooms scheduled for regular meetings will come with a pre-determined set-up. Moving furniture out of this designated set up may result in the organization's loss of scheduling privileges or fines. 4. Meeting activities of an organization should have a logical relationship to the function or mission of that organization on the Appalachian State University campus. 5. Cancellation of meeting space must occur no later than seven (7) days prior to the scheduled date of use. SPECIAL EVENTS 1. Special events include the following activities: a. Social b. Reception c. Educational Function d. One Time Meeting e. Banquets 2. Special events that include the following conditions must have prior approval from the Associate Director of Student Programs and may require a staffing fee: a. Tickets sold at the door or in advance b. Begins or continues after normal operating hours c. Involves the use of Beer/Wine d. Involves entertainment (dancing, etc.) e. Involves catered food 3. Cancellation of special events space requires a cancellation notice of no less than twenty-one (21) days to insure a refund of staffing or rental fees, if such have been charged to the organization. 15 | P a g e


SPECIAL EVENTS FACILITIES The Whitewater and Blue Ridge Ballroom are available for dances, parties and receptions to clubs and organizations properly registered with Appalachian State University. There is a flat rate fee for the use of each of these rooms based on whether the event is private, open to the public, or allows the consumption of beer or wine. SCHEDULING FACILITY FOR SOCIALS A student club or organization wishing to make a reservation should follow the listed procedures: 1. Inquire if the date is available with the Student Programs Reservation Manager. Inquire what the flat rate fee will be for your event. 2. Meet with the Reservation Manager at least two (2) weeks in advance of event dates to sign a social events contract, to discuss and review the event activities, and to make payment for the event. 3. A student club or organization may schedule three social events in the Student Union per semester. 4. Officers of the organization may cancel the scheduled program up to three weeks prior to the event without penalty. PROGRAMMING HOURS FOR SOCIAL EVENTS These facilities will not be available for dances, parties or receptions during Final Exam Week. In an effort to maximize the availability of the room for social functions, the Student Union has established the following program hours: Monday-Thursday...... 8:00 pm - 12:15 am Friday & Saturday ...... 8:00 pm - 12:45 am RULES GOVERNING ALCOHOLIC USE IN THE FACILITY The facility is only available for use by registered and approved campus clubs or organizations. The sponsoring student organization and its members must be in compliance with all Student Union policies governing the use of beer and wine. The facility is available only during designated hours and only when the University is in session. No student activities fee and/or monies collected by Appalachian State University may be used for the purchase of alcoholic beverages. Only beer, wine (no fortified wines) and nonalcoholic beverages may be served in this area. When beer and wine are served at a function, ample alternative nonalcoholic beverages must also be available. At all functions involving beer/wine beverages, food stuffs and/or snacks of some type must be provided during the length of the program. Registration for the facility shall be on a first come, first served basis in accordance with the prescribed scheduling process. The sponsoring organization will be responsible for the control and supervision of its activity/program under the direction of the Student Union manager.

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LEGENDS Legends is the designated facility for many programs sponsored by A.P.P.S., the university's student programming organization. ASU clubs and organizations may obtain a complete rental policy and schedule of availability by contacting the Reservation Manager in the Office of Student Programs at 828-262-3032. DISPLAY CASES Located on the first floor of the Student Union by the West entrance, clubs and organizations are allowed to reserve a display case for two (2) 14-day periods per semester. After the scheduling window elapses, additional seven-day periods may be reserved. CONTACT TABLES Located on the first floor of the Student Union across from Cascades Cafe, clubs and organizations are allowed to reserve a contact table for a five-day period twice a semester. After the scheduling window elapses, additional one-week periods may be reserved, although not consecutively. All materials must be removed from contact table by closing on the last day reserved. A table must be staffed by a member of the reserving group, tables are not for display use only. Exception: The Counseling Center may provide information about sensitive subjects, which students may feel uncomfortable picking up if they feel they are being monitored. CANCELLATION POLICY Failure to notify the Reservations Manager of cancellation regarding any facility space may result in suspension of scheduling privileges. Failure to cancel a reservation that requires a special set-up will result in a fee. To see the complete Facility Usage policy, visit: http://policy.appstate.edu/Facility_Use 3.3 UNSCHEDULED PUBLIC SPEAKING AREAS AND PEACEFUL ASSEMBLY The University encourages the free exchange of ideas on campus and is committed to making space available for such exchanges and communicative activities, while maintaining a balance with the University's legitimate interests in assuring that such exchanges and activities do not: (a) render a space unsatisfactory for its normal or primary use; (b) conflict with previously scheduled uses of the space; (c) impede campus pedestrian or vehicular traffic; or (d) prevent individuals who are not participating in such activities from proceeding with their normal activities. Accordingly, consistent with these and the other provisions of this Policy, while the University reserves the right to control time, place, and manner in which its facilities are used, the University permits individuals, groups, or entities to engage in public speaking, peaceful assembly, or similar exchanges of ideas at the Unscheduled Public Speaking Areas. The following areas are designated as Unscheduled Public Speaking areas: (a) Sanford Mall; (b) Durham Park; and (c) the Duck Pond Field behind Trivette Hall are designated as the Unscheduled Public Speaking Areas on the University campus. These areas are available on a first-come first-served basis for noncommercial speech or assembly unless otherwise scheduled. Any use of the Unscheduled Public Speaking Areas scheduled pursuant to this Policy shall have priority over any unscheduled use. Therefore, person(s) or organization(s) interested in using any of these areas should check with the Information Desk in the Plemmons Student 17 | P a g e


Union to determine its availability and to avoid possible conflicts. All uses of the Unscheduled Public Speaking Areas are subject to the requirements of this policy governing the use of Nothing in this policy shall be interpreted to prevent or require University faculty, departments or University-affiliated organizations from fulfilling their responsibilities and purposes as they relate to promoting speakers on campus. Further, University faculty, University departments, and University affiliated organizations are not required to seek approval for a public speaker provided that the speaker is part of its program and associated with its educational mission or purpose and all applicable University policies are followed. Requests for use of facilities for public speaking or peaceful assembly are granted for one-day only, with a maximum of no more than two days per semester. Requests for use of University facilities for public speaking or peaceful assembly must be made at least 24 hours in advance of the time period requested, unless allowed by special permission of the Vice Chancellor for Student Development. All requests must be made to the Vice Chancellor for Student Development or the Dean of Students. Groups seeking approval to hold a peaceful assembly on campus must complete and submit all necessary and requested documentation and information at least 24 hours prior to the proposed assembly. Public speakers and those involved in peaceful assemblies must comply with all applicable laws and all applicable University policies. As stated in Policy 4.3.1 in the University Policy Manual, individuals who engage in unlawful conduct while participating in or attending such activities or events will be subject to arrest. Public speakers and participants in peaceful assemblies may not call out to non-audience members or non-participants in the vicinity to request that they listen to the speaker or participate in a peaceful assembly. All activities or events must be conducted in such a manner that campus pedestrian traffic and automobile traffic are not unreasonably impeded and that members of the University community who are not participating in the activity or event may proceed with their normal activities. Refer to University Policy 104.4.10 for complete details 3.4 HONORARIUMS Issuing honorariums for university speakers are important for the out of classroom experience of our students. There are appropriate guidelines for applying this action. Honorariums (i.e. arrangements would be considered Contracts or employment) cannot be provided for: 1. Any current employee whether part-time, full-time, or temporary. 2. Negotiated amounts or fees between the individual providing services and individuals seeking services. Negotiated fees would constitute a contractor relationship. 3. Any verbal or written negotiated agreement in which ASU will be obligated to pay for services 4. Independent Contractors or consultants. 5. Arrangements where an individual provides services on numerous occasions over a given period of time. 18 | P a g e


For the comprehensive Honorarium Policy (501.22) visit: policy.appstate.edu/Honorariums. 3.5 UNIVERSITY SPEAKER POLICY Any recognized club or organization wishing to bring a speaker to campus, must first meet with the Center for Student Involvement and Leadership before planning the program. The organization must secure the facility prior to inviting the speaker to campus. Any non-student group that wishes to sponsor a public speaker must contact the Office of Student Development before planning the event. 3.6 UNIVERSITY AMPLIFIED SOUND POLICY It is unlawful for any student or group of students to make unapproved use of moving or stationary sound systems on campus in such a manner as would disrupt or disturb the normal functioning of the University. As with any activity, the proposed event should be registered with the Center for Student Involvement and Leadership. Except when University officials are carrying out official University business, no public address or amplifying system may be used at any time in any facility or on University grounds without written approval in advance from the appropriate administrator designated in the University Policy Manual. Use of sound amplification equipment must comply with the University's and the Town of Boone's noise regulations. 3.7 BOONE NOISE ORDINANCE PROVISIONS Statement of Policy It shall be unlawful for any person, firm or corporation to make, continue, or cause to be made or continued any excessive, unreasonable or unusually loud noise or any noise which annoys, disturbs, frightens, injures or endangers citizens within the corporate limits of the Town. For the complete Boone Noise Ordinance and other Town Ordinances visit www.townofboone.net Noises Prohibited The following acts, among others, are declared to be loud and disturbing noises in violation of this ordinance, but said enumeration shall not be deemed to be exclusive, namely: 1. Horns, Signaling Devices, etc. The sounding of any horn or signal device on any automobile, motorcycle, bus or other vehicle, except as a danger signal, so as to create any unreasonable loud or harsh sounds, or the sounding of such device for an unreasonable period of time, or the use of any siren upon any vehicle, other than police, fire or other emergency vehicle or equipment. 2. Radios, Sound Amplifying Devices, etc. The using, operating, playing or permitting to be played, use or operation of any television set, radio receiving set, musical instrument, phonograph, sound amplifying device or device for the producing or reproducing of sound in such a manner or with such volume as to annoy or disturb the neighboring inhabitants or any person in any dwelling, motel, hotel or other type of residence. 3. Yelling, Shouting, etc.

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Yelling, shouting, whistling or singing on the public streets, particularly between the hours of 10 p.m. and 7 a.m. or at any time or place in such manner as to annoy or disturb the neighboring inhabitants or of any persons in any office, dwelling, motel, hotel or other type of residence, or of any persons in the vicinity. 4. Animals, Birds, etc. The keeping of any animal or bird which, by causing frequent or long continued noise, shall annoy or disturb any person in the vicinity. 5. Defect in Vehicle or Load. The use of any automobile, motorcycle or vehicle so out of repair, so loaded or in such manner as to created loud grating, grinding, rattling or other noise. 6. Loading, Unloading, Opening Boxes. The creation of a loud noise in connection with loading or unloading any vehicle or the opening and destruction of bales, creates and containers. Owner’s Responsibility The owner of every premise shall be responsible and liable for the actions of his/her tenants and their guests when such actions violate this ordinance. This shall in no way relieve such tenants or their guests from liability for any violations of this ordinance. 3.8 UNIVERSITY MOTOR POOL POLICIES STATE VEHICLE USAGE POLICY Recognized Appalachian clubs and organizations may use University assigned state vehicles for approved activities and programs when the following guidelines are met: 1. The club or organization is fully recognized by Appalachian and is currently in good standing with no outstanding University debts. 2. The president (or organizational equivalent) of the club or organization has submitted a request form with the Center for Student Involvement and Leadership. 3. The proposed travel is compatible with the purpose of the organization and the educational mission of the University, along with a “Request for University Vehicle Usage” form, to the Student Services Coordinator for the Center for Student Involvement and Leadership at least 10 working days prior to the scheduled date of the proposed trip. 4. The car or van will be used to support an event occurring on campus or in the Boone community. Vans are available for other purposed outside the town of Boon if the organization hires a driver from ASU motor pool or a faculty advisor is in attendance. If the organization would like to consider the use of a van outside these guidelines, stop by the Center for Student Involvement and Leadership. Decisions will be made case by case. 5. All designated drivers must be full-time or part-time employees of the University. A fulltime faculty advisor or administrative staff member must be accompanying the group on the trip and riding in the vehicle. Student organizations may request an exception to

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this policy from the Director of the Center of Student Involvement and Leadership or his/her designee. 6. The club or organization agrees to abide by all policies and procedures applicable to the use of University assigned state vehicles. 7. The University vehicle will be used only for the approved activities and programs that are of educational nature and not for private purposes or entertainment. 8. The club or organization makes a pre-payment to the CSIL Student Services Coordinator equal to the projected mileage charges for the trip (any difference between actual mileage/hourly charges and the prepayment will be refunded to or paid by the club or organization). 9. The Appalachian Motor Pool has a University vehicle available for use by a student club or organization. 10. Approval to use a University vehicle is obtained through the CSIL Student Services Coordinator, who in turn will be responsible for obtaining travel approval through regular administrative channels. Approval will be granted based upon the preceding conditions and the nature of the proposed travel being compatible with the purpose of the organization and the education mission of the University. 11. Organizations must adhere to all state and University policies. UNIVERSITY BUS USAGE GUIDELINES Appalachian State University provides recognized student organizations the opportunity to reserve a University bus for transportation of participants to and from a recognized student group program. The use of a bus is a privilege reserved for the recognized student clubs and organizations and is subject to compliance with the following guidelines. Scheduling and Cost 1. A “Request for Bus Usage� form must be obtained by the organization president or social chair form the CSIL Student Services Coordinator. At the time the form is completed and returned to the CSIL office, the Student Services Coordinator will call and attempt to reserve the bus with the University Motor Pool. 2. Completed forms and prepayment must be submitted to the CSIL Student Services Coordinator at least 10 working days prior to the event. 3. The fee for the bus is based on a per-mile charge or per-hour charge (whichever is greatest). At the time a bus is reserved, the requesting organization will write an organizational check based upon total projected miles or hours. If the actual cost exceeds the prepayment, the organization will be billed the difference or refunded any excess. (Current rates by mile/hour may be obtained at the CSIL office.) General Operation 1. The requesting group must designate specific beginning and ending dates and time for the service. The bus will be available for service only within this specified time. 2. Specific pickup and departure points must be designated at the time of the request. The bus driver will not alter form these points. 3. At the time of the request, the organization will submit the names of specific individuals who will be designated to work with the bus driver to monitor member usage. Specifically these people will: 21 | P a g e


a. b. c. d. e. f.

Insure member/participant compliance with safety and behavioral expectations; Monitor boarding and departing of members; Inform the driver of the “last trip”; Pick up excess litter on the bus; Address problem situations; and Assist the driver as directed

BEHAVIORAL EXPECTATIONS 1. All passengers must remain seated. 2. Excessive noise and/or shouting is not permitted. 3. No littering. 4. Extend normal courtesy to the driver and passengers. 5. No intoxicated persons will be permitted to ride the bus to a function. ALCOHOL AND MOTOR POOL USE 1. Alcoholic beverages are not permitted in state vehicles therefore groups requesting vehicles for programs involving alcohol must make other arrangements for transportation of alcoholic beverages. 2. No kegs or coolers permitted. 3. No open containers or bottles with broken seals will be permitted. 4. The function for which the bus is used must: a. Be a BYOB activity; b. Alternate non-alcoholic beverages provided; c. Have food provided; d. Use the bus a primary mode of transportation and e. Comply with all federal, state and local laws as well as University guidelines. 3.9 INTERNATIONAL TRAVEL All students (undergraduate, graduate, and professional) traveling abroad and receiving Appalachian State University academic credit OR traveling on Appalachian State Universityrelated business (not for credit) should meet with the Office for International Education and Development to discuss their travel plans. All travelers are required to obtain international emergency travel insurance from the University’s authorized vendor. Exceptions are given to students traveling abroad on ISEP Programs and through Appalachian Affiliated Organizations with formal singed Agreements. In these cases, students are required to purchase their insurance through those organizations. The University’s authorized international emergency travel insurance must be obtained for/by students traveling internationally regardless of whether the student traveler has other related coverage. The University’s authorized international emergency travel insurance provides benefits while traveling overseas for coverage of accident and illness medical expenses, emergency medical evacuation, security evacuation, and repatriation of mortal remains. The University’s authorized international emergency travel insurance must be obtained from the Office of International Education and Development prior to travel. 22 | P a g e


3.10 STUDENT ORGANIZATION MAILINGS Only student organizations registered through the Center for Student Involvement & Leadership are eligible for this service. Mailboxes are free of charge and can be used on a continual basis as long as the organization remains active and in good standing. If an organization is inactive for two consecutive semesters, their mailbox will be reassigned to another group. Student organizations are responsible for checking their mailboxes on a weekly basis. Important announcements from CSIL and other campus departments and student organizations will be placed in your mailbox. Mail Delivery Mailboxes are located in Club Hub – 219 Plemmons Student Union. All student organization mail must be sent to the PO Box listed below. Club mail should not be sent to individual members or club advisors. By using the same PO Box every year, officer transition and communication will be easier. Your organization’s mailing address is: Student Organization Full Name (no acronyms) Appalachian State University ASU Box 32200 Boone, NC 28608 Mail will be delivered daily at 2 p.m. Monday-Friday to Club Hub. Larger packages and/or boxes will be stored in a locked cabinet in Club Hub. Notification slips will be placed in mailboxes informing organizations that they have received a large package. Club Hub staff will then assist organization with collecting package. Larger packages and/or boxes must be picked up within 10 business days. An email will be sent when a package arrives. Failure to pick up packages on time will result in CSIL staff sending the package back to its original sender. If extra time is needed, please consult with the Club Hub front desk staff. At the conclusion of each semester, all mailboxes will be cleaned and any remaining mail will be returned to its original sender. The Center for Student Involvement & Leadership and Club Hub staff is not responsible for any lost or stolen items and assumes no responsibility once mail is placed in the mailbox. Students are fully responsible for checking their mail on a regular basis. Mass Mailings For Club Members: Organizations may promote their upcoming events to other student organizations for FREE by distributing flyers to all club mailboxes. To do so, drop-off the flyers to the Club Hub front desk for approval and distribution. Quarter sheets/handbills are recommended instead of full sheet flyers. For the Student Body: For a minimal fee, registered student organizations are eligible to send mail to their members and/or to targeted segments of the student body using the ASU Post Office. To do so, the organization must drop-off a copy of the mailing to the Club Hub front desk for approval. From there, the organization will receive an approval form to take to the Post Office for its student-wide mailing. Mailings must advertise events or functions sponsored by registered student organizations. No off-campus events or business promotion will be

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accepted. Bulk mailing fees are divided into three types. The student group must pay the Post Office directly for these services:  

FREE To send mail just to club members' PO Boxes $15 For every 1,000 pieces of bulk mail sent to students (not including club members) o 0-1,000 mailings: $15 o 1,001-2,000 mailings : $30 o 2,001-3,000 mailings : $45 o To send more than 3,000 mailings, please contact the Post Office directly at (828)262-2242 or stop by for more information.

3.11 ADVERTISING POLICIES Unlawful Posting of Advertisement: (GS 14-145) Any person who in any manner paints, prints, places or affixes, or causes to be painted, printed, placed or affixed, any business or commercial advertisement on or to any stone, tree, fence, stump, pole, automobile, building or other object, which is the property of another without first obtaining the written consent of such owner thereof, or when in any manner paints, prints, places, put or affixes, or causes to be painted, printed, placed or affixed, such an advertisement on or to any stone, tree, fence, stump, pole, mile-board, milestone, danger-sign, danger-signal, guide-sign, guide-post, automobile, building or other object within the limits of a public highway, shall be guilty of a misdemeanor and shall be fined not exceeding fifty dollars ($50.00) or imprisoned not exceeding 30 days. (Ex. Sess. 1924, c. 109.) The individual or group is also subject to University sanctions. ADVERTISING IN THE STUDENT UNION The Plemmons Student Union recognizes the importance of advertising to the success of a clubs program. To assist clubs with advertising while maintaining an environment in the Union that is pleasant and conducive to learning, the following policies are in effect: 1. The Union has lighted oak cabinets available for the display of your ads. They are available in the University Bookstore and the Solarium lobby. a. Two advertisement fliers may be given to the attendance at the Information Desk for posting in the cabinets. b. The fliers or handbills should be 11x17 inches or smaller. c. Advertising will be posted on space available basis by the Union staff for seven (7) days prior to an event. 2. Display cases are available on the first floor of the Student Union for club use and can be schedule according to the policies outlined by the Student Union. 3. Posters and advertising on bulletin boards outside of the Student Union are limited to recognized clubs and University organization activities and only one poster, flier, etc., not to exceed 14x17, may be posted on each board. 4. Individual students are able to advertise items for sale on the designated board in the Student Union and may do so by submitting information to the Information Desk attendant. 24 | P a g e


5. Posters and fliers are allowed to be hung on bulletin boards outside the Student Union. Posters should not exceed 14x17. 6. No posters will be approved for display on building supports or any building wall surface, inside or out, and all other surfaces including glass, brick, concrete, or wood. It is not lawful to post materials on trees, buildings, painted surfaces, glass, vehicles, etc. 7. Poster policies related to campaigning for office in Student Government are available from the Student Government election committee. All candidates must adhere policies. UNIVERSITY POSTER POLICY Posters, banners and signs are to be placed only in approved areas in University buildings and around campus. It is unlawful to post materials on any surface other than approved bulletin boards, kiosks, or other areas designated on campus. It is not lawful to post materials on cars, trees, buildings, painted surfaces, glass, etc. Additionally, duct tape is not permitted to be used to affix materials to surfaces. Paint and chalk are not permitted outside the tunnels which run beneath Rivers Street. This helps to insure that the campus doesn’t become littered as we try to maintain the beauty of our campus. Club name and sponsorship must be visible on all posters, flyers, signs and banners. There are limited number of bulletin boards and approved areas on campus. Clubs may only place two posters, flyers, signs etc. for each event on each bulletin board. Clubs and organizations CANNOT cover an entire bulletin board with flyers, signs for their event. Clubs are not permitted to place poster/fliers on bulletin boards which are clearly designated for use by University departments or agencies. You are advised to contact the appropriate supervisor in each building before posting a sign. Each club is responsible for removing the fliers and posters within three days after the event has occurred. Failure to comply with the above policies will result in disciplinary action through CSIL. 3.12 FRONTING University student organizations, individuals or departments may not serve as "fronts" for offcampus groups in order to gain unauthorized use of meeting space or information tables for the off-campus user. Fronting is the misrepresentation specifically designed to gain access to university benefits, especially facilities, for any person or group that would be otherwise ineligible for such benefits or eligible at a less favorable rate. The event/meeting must be conceptualized, planned, and managed by the student organization or department and must truly be an organization or department initiative. If CSIL suspects and/or believes that a reservation is fronting, reservation capabilities for that sponsoring organization will be revoked and registration status will be reviewed. 3.13 TUNNEL PAINTING AND CHALKING POLICIES Tunnel Painting Appalachian State allows both student organizations and individual students the opportunity to express themselves and their programs by painting in the tunnels that run beneath Rivers Street. Below are policies guiding painting in the Rivers Street tunnels: 1. Painting is ONLY permitted on the tunnel walls and tunnel ceiling under Rivers Street.

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2. Painting IS NOT permitted on the floors, steps, railing, walls leading out of the tunnels, or the areas outside of the tunnels. 3. Light fixtures within the tunnel are not to be painted. 4. Painting the tunnels DOES NOT insure the display of your artwork or announcements for a specific period of time, and others may paint over what you have painted. 5. Although students painting the tunnels are encouraged to recognize that various individuals (including families with children) utilize the tunnels and try to make information appropriate to all, the University generally will not regulate or censor the content of the expression painted in the tunnels. 6. Painted materials (written or otherwise) that violate law or University policy are not permitted, and such violations may subject those responsible to judicial sanctions and/or sanctions under the Code of Student Conduct and/or the Organizational Code of Conduct. To see the complete Tunnel Painting policy, visit policy.appstate.edu/Tunnel_Painting Chalking Policy Chalking refers to the use of water soluble chalk that, under the following conditions, is permitted as an exception to Graffiti: 1. Chalking is limited to enrolled University students, recognized student organizations, and University faculty members, staff members, and departments. 2. Only water soluble chalk may be used. The use of markers, paints, oil-based products, spray able chalk, or any substance intended to preserve the chalking (e.g., hairspray) is prohibited. 3. Chalking is permitted only in open areas that can be directly washed by rain. The chalking must be on a horizontal surface not covered by an overhang. 4. Chalking is prohibited on all vertical surfaces, including but not limited to buildings, walls, signs, poles, columns, statues, monuments, objects of public art, benches, picnic tables, and any organic material (e.g., grass, soil, or vegetation). 5. Chalking that does not comply with the conditions set forth above shall be considered Graffiti, and any individual(s) or organizations(s) responsible for it will be considered in violation of this policy, other applicable University policies, and/or NCGS 14-132(a) 3.14 SOLICITATION POLICY Recognized student organizations are permitted to fundraise or engage in other forms of solicitation, as defined by the university, in accordance with existing University policies governing such activities. Individual students and non-University affiliated entities are not permitted to solicit or engage in fundraising on campus unless sponsored by a recognized student organization and wherein that organization takes sole responsibility of the solicitation or fundraising activity unless otherwise permitted under existing University policies. Student organizations sponsoring non-University entities must receive a minimum of 15% of any sales. Organizational events occurring off-campus must abide by all laws and policies of the State of North Carolina, Town of Boone, and Appalachian State University in order for the organization to solicit for the event on-campus.

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Recognized student organization or entities seeking or obtaining permission to engage in solicitation or fundraising in University facilities or in property owned by the University must comply with the following: 1. The solicitor must qualify under the provisions above, must obtain co-sponsorship if non-University-affiliated, and must seek and obtain authorization and scheduling from the specified University office or officer; 2. The solicitor seeking permission to solicit must contact, and provide all requested documentation and information to the appropriate University officer or officer, as specified at least five (5) working days prior to the proposed activity; 3. The solicitor must accept and acknowledge understanding the University policies governing use of University facilities including but not limited to: a. Solicitation must occur only at the approved location; b. Solicitors may not call out to or ask individuals in the vicinity of the solicitation to participate or respond to the solicitation; c. Solicitors who have been approved and properly scheduled for space for solicitation must prominently display their solicitation permit; d. At the onset of any contact with the University community, solicitors must clearly disclose, describe, or identify: themselves by name and/or the name of their organization; the purpose and intended beneficiary of their solicitation; and any affiliate persons or entities for or with which they engage in solicitation. e. Solicitation is limited in duration according to individual facility rules but never to exceed ten (10) working days per semester. 3.15 FUNDRAISING POLICY Organizations planning solicitation or fundraising activities on campus must register that activity with the Center for Student Involvement and Leadership BEFORE beginning the activity or attempting to reserve a location and schedule the activity with the appropriate University facility manger. The CSIL will provide students with a solicitation form which must be prominently displayed at the solicitation site. Off-campus activities must meet the approval of participating local merchants and be in compliance with local ordinances and state laws. 1. Recognized student clubs and organizations may conduct fundraising events involving the sale of good, services, subscriptions, tickets, and the like only with the written permission of the Director of the Center for Student Involvement and Leadership or designee. University affiliated organizations may conduct the same type of fund-raising events with the approval of the vice chancellor. Approval shall be granted by the appropriate vice chancellor designate only if all the requirements of this policy are met and provided that the affiliated group agrees to all the following special conditions: a. The primary purpose of such fundraising shall be to raise money for the benefit of the affiliate group, the University community, or for the benefit of a charitable group sponsored by the affiliate group. b. All fundraising activities for such events shall be conducted by members of the affiliated group. Specifically, no representative or agent from the company whose goods or service your club is promoting may be present at the sale. 27 | P a g e


Organizations may request exemption from this only for the following reasons: technical or educational expertise required for the sale which members of the group may not be able to provide (i.e. computer demonstrations/sale, portraits). Any and all sales must be conducted by club members and no one may be present at the table or club area except club members. The University reserves the right to limit the type of fundraiser that organizations are permitted to conduct on campus. Fundraising is a privilege granted to recognized groups and therefore those privileges may be limited in type or scope. For example, credit card solicitation is not permitted on campus. c. The fundraising promotional material used by the affiliated group may acknowledge the assistance or contribution of a non-University affiliate group, but no promotional material or activity shall be conducted in such a manner as to establish or extend to non-University affiliate group the benefits established for University-affiliated groups. d. In multi-group fundraising, each participating group shall be required to comply fully with this policy. e. When fundraising events are held, the sponsoring organization may be required to reimburse the University for custodial services and other direct costs. Such reimbursement to receipt-supported areas may be in the form of a user fee. The director or dean responsible for the facility to be used shall make this judgement, subject to review by the appropriate vice chancellor or director. f. The University reserves the right to audit all proceeds from fundraising events conducted on campus by recognized student clubs and organization or University-affiliated organizations, and to disapprove any contact. g. No University-affiliate organization will enter into a contract with an individual agency or corporation except under established University procedures. 2. The following policies and procedures apply to events by recognized student clubs and organizations conducting fundraising events on-or-off-campus: a. Only recognized student clubs and organizations can solicit from students on campus. b. The sponsoring club or organization is responsible for compliance with all University rules, local ordinances and state laws governing solicitation. c. All on-campus solicitation by recognized student clubs and organizations must be registered with and be approved by the Center for Student Involvement and Leadership one week (five working days) in advance. A fundraising form available in the Center for Student Involvement and Leadership and Student Programs (See Appendix B) must be completed and approved by CSIL to register any fundraising event. d. A solicitation activity may not exceed a two consecutive week time period (ten school days). e. Solicitation for funds by recognized student clubs and organization may take place only in the following areas on campus with permission: Student Union, academic buildings, residence hall lobbies, cafeteria lobby, post office, Varsity Gym lobby, Kidd Brewer Stadium (outside entrance gates) and Sanford Mall. 28 | P a g e


f. The Center for Student Involvement and Leadership will not approve any request that includes door-to-door solicitation in the residence halls. g. Solicitation in classroom building lobbies is prohibited unless it is approved by the Vice Chancellor for Academic Affairs or designate, or the appropriate academic dean responsible for the facility. h. No individual student will be allowed to solicit for profit except through the use of the Student Union Information Board. Students may use this space to advertise the sale of used personal items. i. Any recognized student organization that violates this solicitation and fundraising policy will be subject to disciplinary action in accordance with the judicial procedures. Any individual will be subject to disciplinary action in accordance with the Code of Student Conduct. j. The Center for Student Involvement and Leadership will provide operating procedures and other information regarding fundraising and soliciting by recognized student clubs and organizations. k. Because the necessity for the Appalachian Popular Programming Society (A.P.P.S.) to collect and solicit funds from students on a regular basis, this organization shall function under University policy within the guidelines established for the Plemmons Student Union. l. Regarding raffles, a group must quality as a non-profit organization. A maximum of two raffles per year are allowed by law for non-profit groups. Groups must meet all conditions of current state law including maximum prize value. m. If the fundraiser involves selling t-shirts, the t-shirt design must be approved by Athletics if “Appalachian State University”, “ASU” or the Appalachian logo is in the design. The design should be approved before the t-shirts are printed. Contact the Athletics Licensing Department for more information: licensing.appstate.edu. n. The approved solicitation form must be prominently displayed at the solicitation site. 3. Nothing in this section shall be construed to prohibit the governing body of a residence hall or A.P.P.S. from authorizing and conducting the sale of refreshments in connection with residence hall or A.P.P.S. program activities, such as a special social or athletic event, for the purpose of providing refreshments at cost. 4. All groups must adhere to Facility Usage Policy. 3.16 APPS CO-SPONSORSHIP University recognized clubs/organizations may co-sponsor and event with the Appalachian Popular Programming Society (APPS), with the exception of the APPS Concerts Council. 1. If an organization puts up a percentage of the Entertainment/Advertising expenses, revenue from ticket sales will be split using same percentage. 2. Co-sponsoring of an APPS event offers shared campus publicity and recognition of the event.

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3. Co-sponsoring group is expected to promote the event within their organization and on campus. 3.17 READING DAY DEADLINE POLICY Clubs and Organizations are prohibited from hosting any events and/or meetings on or after Reading Day of each semester, due to the importance of exam week and exam preparation. If any events are held after Reading Day, all clubs and organizations involved will be referred to CSIL for further exploration of disciplinary action.

PART IV: CLUB FUNDING POLICY Club Council, through the Student Activity Fee, has monies available for recognized student clubs to assist them in participating in relevant education co-curricular programs. These monies are available only to assist a club in executing or participating in an educational program which would benefit its members and Appalachian State. 4.1 CLUB FUNDING OVERVIEW All undergraduate and graduate students at Appalachian State pay Student Activity Fees to support the educational, recreational, cultural, and sustainable programs and initiatives at the University. Student Activity Fees are established and approved by both the University and the State of North Carolina. A portion of the fees collected is allocated to Club Council for the reallocation back to registered student organizations. Club funding policies are aligned with the University’s vision and core values. The philosophy of these policies is based on the commitment to provide monetary resources to registered student organizations that provide programs and activities that embrace the co-curricular education of the entire Appalachian State student body. Registered student organizations may request funds from the Club Council Finance Committee. These funds are intended to support student organization activities, but not to fully fund organizations. Organizations are not guaranteed funding. Funding for an organization will be based on the Finance Committee’s evaluation of the organization’s requested events, submitted budget request, presentation, available funds, and information gathered during financial consultations and audits. 4.2 CLUB FUNDING PROCESS 1. Complete a Club Funding Request Application in AppSync. Organizations must provide substantial documentation verifying accuracy for their request. 2. Interview with the Allocations Committee. After you submit your request form, Club Council will contact you to schedule a budget hearing with the Finance Committee. NOTE: You MUST go before the committee for an interview BEFORE you begin spending your allocations. You should not spend money until you are approved to do so by the Finance Committee. 3. After your budget hearing, the Finance Committee will make a recommendation to the full Club Council based on your application. After Club Council approves your funding request, you may begin spending your funds.

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4. After the event for which you requested funds occurs, you must drop off ALL original itemized receipts WITHIN ONE WEEK after the event to Club Hub located in 219 Plemmons Student Union. Copies of receipts will not be accepted. Important things to keep in mind: 1. Your allocation request must be approved by the Club Council Finance Committee BEFORE you begin spending funds. We will NOT reimburse for events or travel if the expense has not been approved in advance. 2. Your organization must have an off-campus bank account. Once funds have been allocated, Club Council will submit paperwork to the Controller's Office to request a check to be cut made payable to your organization. Checks are not written to individual students - only student organizations. Therefore, your organization must have an offcampus bank account to deposit the check. Note: Once the check has been cut from the University, it will be delivered to Club Hub (PSU 219). It is the Club President's responsibility to stop by Club Hub to pick up the check. 4.3 FUNDING CRITERIA 1. The student organization must be officially recognized by the University through approval of Club Council and registered with the Center for Student Involvement and Leadership. 2. The student organization must be in good standing with the University in order to receive funding. 3. Funding amounts are available based on the tier level of the organization. Only tiers 2 and 3 are eligible to receive club funding (see Tier System section of this manual). 4. The organization must be following their purpose as prescribed in their constitution and bylaws. 5. Organizations may request up to $650 per each academic year (August – May) based on the tier of the organization. 6. University Funded Organizations (UFOs), Club Sports, and Hall Councils are not eligible to receive funding from Club Council. These organizations are eligible for funding through their governing bodies or University-sponsored departments. 7. Funding for personal gifts for organization members, including gift cards, is not allowed. 8. Per University and state policies, the Club Council Finance Committee will use subsistence rates as provided by the ASU Controller’s Office to determine per diem allowances for travel, lodging, and meals. Visit the Controller’s Office website for the list of current subsistence rates. 9. The organization should try and fund the majority of the activity themselves, provide evidence of its contribution through receipts, bank statements, etc. The organization must disclose all direct or indirect financial support for their activities, if asked to do so. Individual club members are expected to absorb part of the cost of any educational trip. 10. If any funding remains after the activity or event, the organization is required to reimburse Club Council the remaining amount within one week of their event. The 31 | P a g e


remaining funding will recycle back to the club finance budget and will be allocated to other eligible organizations. Organizations are not allowed to pocket any leftover funds. If the organization is found responsible for this action, the members will forfeit their club funding privileges and will not be allowed to request funding for no less than one year. 4.4 FUNDING CATEGORIES Organizations may request club funding in four categories: 1. On-campus educational program. 2. Educational travel. 3. Service project supplies. 4. Operational expenses. The maximum amount that a student organization may receive in one academic year is $650, depending on the tier level of the organization. On-Campus Educational Programming The maximum amount a club can receive for on-campus educational program is $650 per academic year. To be eligible for funds, programs must meet the following criteria: 1. The program must be educational in nature and relate to the club’s purpose. 2. Educational programs are defined as seminars, conferences, workshops, informative literature, etc. which will give members and the campus community new insight. 3. The money is not available for sporting events or athletic competitions and meetings of only social intent. 4. The program must be held at ASU and be open to the entire ASU community. 5. The event must be publicized campus-wide. 6. Professional Printing: Funding is available for advertising the event or program. A group may request up to $75 for printing. a. Printing must be in the form of educational flyers, brochures, or posters. (A copy of the printing must be attached to your club funding application.) 7. Guest Speaker: Funding is available for speaker fees, meals, and travel with the following stipulations: a. A group may request up to $400 for speaker fees. The organization must provide substantial documentation during their budget hearing to verify the credibility, background, and experience of the guest speaker. The Club Council Finance Committee shall determine the credibility and validity of the speaker based on documentation from the group. b. The organization may request funding for the speaker’s meals, hotel lodging, and travel based on per diem rates. All per diem rates are set by the University’s Controller’s Office and can be found at: controller.appstate.edu/travelsubsistence-rates. The per diem rates are the maximum amounts that the organization can receive in each area (i.e. travel, lodging, meals) 8. Money is not available for food, except in situations where the food is the educational event (i.e. international food festival, cultural festivals). 32 | P a g e


9. Facilities Fee: Funding is available for on-campus facility rentals only. 10. Money is not available for gifts or plaques. Educational Travel Organizations may request funding for travel to attend conferences, workshops, and seminars with the following guidelines: 1. The program or event must be educational and relate to the club’s purpose. 2. During their budget hearing, the organization must provide substantial documentation and articulate the educational value of the travel request. 3. Groups may receive a maximum of $500 per year for travel based on the tier of the organization. 4. Funding is not available for travel within Boone. 5. Money may be used for registration fees, transportation, lodging. A copy of the conference form must be attached to the funding application. a. Registration Fees: Funding is available for registration fees for educational conferences, tournaments, workshops, or similar activities. The maximum amount that each student may receive for registration fees is $75. b. Transportation: Funding for transportation to and from an educational conference is available. i. Personal Vehicle: If a personal vehicle is being used to drive to the event or activity, the organization is eligible to receive reimbursement for gas expenses. Funding will be allocated based on the mileage per diem rate as outlined on the ASU Controller’s Office website. Organizations are required to submit itemized gas receipts clearly stating the date, price per gallon, and total amount of expense upon their return from the conference. If any funding remains or the organization fails to submit itemized receipts within one week after the trip, the organization will forfeit their funding and will be responsible for reimbursing Club Council the full allocated amount. ii. Airfare: The maximum amount that one individual may receive for airfare is $150. iii. Train: The maximum amount that one individual may receive for train fare and fees is $100. c. Lodging: Funding is available for hotel lodging during educational travel. Funding will be allocated based on the lodging per diem rates as outlined on the ASU Controller’s Office website. 6. Funding is not available for sporting events, athletic competitions, and meetings of only social intent. Service Projects 1. The program must be service in nature and consistent with the purpose of the organization. 2. A maximum of $75 is available to support student organizations in a service effort per year. 33 | P a g e


3. The money is available for supplies necessary and directly related to the project. Money is not available for service outside the region, gas or mileage, or for food for members. 4. Student organizations can work with the ACT Office in planning programs or on their own. 5. Money will not be provided for direct donations to an individual, agency, or cause. Operational Funds 1. Registered student organizations are eligible to receive funding for operational expenses to support the day-to-day operations and development of their members. 2. The maximum amount that an organization may receive for operational expenses is $300. 3. Operational funding request may include supplies, general marketing material, graphic designs, and organization membership retreats. 4. Requests for computer equipment, services/subscriptions, maintenance/service contract, newsmagazines, Daily Bruin resolutions, newsletters, outside advertising, parking, and hospitality are not allowed. 5. Exceptions will be given to the above items that are an inherent part of the organization’s operations and are essential to the existence of the organization. 6. The following items are not eligible for operational funding requests: a. No expenses food at meetings b. No expenses for salaries, stipends or wages c. No expenses for personal computer purchases 4.5 CO-SPONSORSHIP & COLLABORATION Clubs wishing to collaborate on an event or activity are eligible to receive additional funding as outlined below: 1. Educational Travel: Two or more clubs can request up to $800 in an academic year. Funds can be applied towards: Travel to/from a conference, workshop or seminar outside of Boone for an educational purpose. Examples of where the money can be spent are: gas, registration fees, hotels, car/bus/van rental, taxi services, etc. 2. Educational Programming: Two or more clubs can request up to $1,000 in an academic year. (If you're not applying for any additional allocations within the current academic year.) Funds can be applied towards: A seminar, conference, workshop, informative lecture, which will give members and the campus community new insight. The educational program must be available to the entire University. 3. Community Service Project: Two or more clubs can request up to $125 in an academic year. Funds can be applied towards: Supplies for a service project Funding for Fundraising Events If an organization receives club funding from Club Council, it may not profit from the event or activity. If the organization makes profit from the event, it will be responsible for reimbursing Club Council the full amount, and the organization may keep any additional funds raised beyond the allocated amount. 34 | P a g e

Appalachian State Clubs & Organizations Policy Manual  

This policy manual outlines resources, policies, and expectations for the 350+ registered student organizations at Appalachian State Univers...